Using BookandManage
Emails and templates
The 25 customer emails, editing templates and variables, and the log of what was sent.
BookandManage emails your customers at the moments that matter: when they enquire, when a quote or invoice is ready, the day before pickup, when a payment arrives. Every email is a template you can change, and each one is sent from your own email address once you've connected it.
The Emails area has an overview (emails sent in the last 30 days, emails that couldn't be sent, and your templates), Sent emails and Templates.
The 25 templates
All 25 are switched on when your account is created. Each one is listed with when it's sent.
| Group | Templates |
|---|---|
| Leads | Enquiry received |
| Applications | Application invitation, Application received, More information needed, Application approved, Application declined |
| Quotes | Quote, Quote reminder |
| Bookings | Booking confirmation, Rental agreement, Booking cancelled, Pickup reminder (the day before), Return reminder (the day before), Hire extended, Condition report (when an inspection is signed off) |
| Payments | Payment receipt, Refund processed, Invoice, Payment due, Payment overdue |
| Rent-to-own | Rent-to-own payment reminder, Rent-to-own receipt, Rent-to-own agreement, Contract suspended, Rent-to-own complete |
Switch a template off and that email simply isn't sent.
Templates, grouped by what they're about. The banner shows until your email is connected.
Editing a template
Open a template to change:
- Template name and subject.
- Preview line: the short text email apps show next to the subject.
- Body: the email itself, with a toolbar of ready-made snippets.
Variables
Click a variable to insert it. When the email is sent it's replaced with the real detail:
- Your business:
{{company.name}},{{company.phone}},{{company.email}},{{company.website}},{{company.address}} - Customer:
{{customer.firstName}},{{customer.name}},{{customer.email}} - Booking:
{{booking.id}},{{booking.pickup}},{{booking.return}},{{booking.pickupLocation}},{{booking.returnLocation}},{{booking.total}},{{booking.balance}} - Vehicle:
{{vehicle.name}},{{vehicle.registration}},{{vehicle.colour}} - Quote, application, invoice, payment, inspection and rent-to-own details, such as
{{quote.url}},{{invoice.balance}},{{payment.amount}}or{{rto.nextDue}}.
{{message}} is where BookandManage writes the details for that particular email: the dates, amounts and links. Keep it in. You'll get a warning if you remove it.
Attachments
Templates can attach the matching PDF (rental agreement, invoice, receipt, quote, rent-to-own agreement, settlement letter or condition report, depending on the template) plus up to five files of your own, such as a pickup checklist or a map.
Checking your changes
Preview shows the email on desktop or phone using one of your real, recent records. Send me a test emails it to you. Reset to default puts back the original wording. Deleted templates can be brought back with Add back a template.
Editing templates needs the Edit email templates permission.
Sent emails
Emails, Sent emails is a log of every email BookandManage has sent, both automatic and from your team. Filter by automatic or from the team, by status, or by template.
Open an email to see it as it was sent (or as plain text) and its timeline. If an email didn't go out because the address was wrong, fix the address and resend it.
An email's status shows whether it was Queued, Sent, Failed or Not sent (for example because your email isn't connected, or the template is off).
Emailing a customer yourself
Most records (leads, customers, bookings, invoices) have Send email or Email customer: write a subject and message and it goes from your address, using your branding, and is logged with the rest.
Something unclear or out of date? Tell us and we'll fix the page.